Administration Assistant ACAPS Switzerland Geneva

ACAPS is looking for a dynamic, reliable and organized Administrative Assistant to Join it Support Team in Geneva!

Purpose of the position

The Admin Assistant is responsible for supporting procurement documentation in compliance with procedures and policies and for performing general office management and administration support.

Role and responsibilities

1. Admin and procurement

• Under the supervision of the procurement and administration officer, ensure adherence with NRC policies, tools, handbooks and guidelines
• Support procurement process for goods and services as per NRC Logistics Handbook, SOP’s, and per donor requirements where required.
• Support the preparation of all appropriate purchases supporting documents and files for approval and for finance for timely payments of procured Goods and Services, including consultancy contracts
• Handle ACAPS credit cards, travel expenses and reimbursement claims
• Support the Finance unit in the collection of signatures on the timesheets and other tasks as required
• Support the Grants Manager with due diligence processes when needed
• Ensure proper filing (electronic and physical) of all support documents

2. Office management

• Manage the inventory of office and IT supplies (in Geneva and remotely in the hubs)
• Ordering additional supplies as needed and maintaining the assets register up to date
• Administrate office keys, security badges, parking spaces and other processes or systems (e.g. copier, scanner, washing machine)
• Answer and manage incoming calls
• Manage in and out postal and courier services
• Liaise with building landlord and manage conference room booking events when necessary

Perform other duties, as assigned by Line Manager.

Critical interfaces

• Closely work with the ACAPS Finance Unit
• Collaborate with the ACAPS IT department
• Collaborate with NRC Geneva Finance & Admin Unit

Competencies

Professional competencies

Generic competencies

• Vocational training in a relevant field (e.g. école de commerce, secretariat) or equivalent experience.
• Administrative experience in humanitarian or private sector, including a variety of different areas (e.g. Administration, HR, facilities).
• Priority management of tasks
• Ability to effectively work within a multi-cultural environment
• Problem solving skills, results oriented approach
• Fluent written and oral communication skills in English
• Proficient knowledge of standard ICT office support tools including spreadsheets, word processing and presentation software.

Context related skills, knowledge and experience:

• French
• Experience with office facilities desirable.
• Numerical skills desirable.

Behavioural Competencies:

• Ability to work independently
• Planning and delivering results
• Communicating with respect and tactfulness
• Initiating action
• Attention to detail and organisation
• Adapting and responding to change

About ACAPS

ACAPS, an independent project hosted by NRC, is dedicated to helping humanitarians make better decisions. We want to put evidence at the heart of decision-making. To achieve this, we collaborate with a variety of partners across the humanitarian sector and beyond. We strive to be an evolving platform providing:  

• Independent analysis to support evidence-based decision making for humanitarian operations. 
• Deployment of experts to support assessments and analysis in crisis.  
• Innovative approaches to collect more reliable and timely data and conduct rigorous analysis. 

Operate in line with the ACAPS values

ACAPS is a dynamic and independent organisation. Our culture is enshrined in the ACAPS values (here). The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams, create our content and engage with stakeholders. 

To be noted

• This is a part-time contract, 60% (working rate likely to increase)
• For reasons related to the procedure for work permits in Switzerland, only candidates with an EU/EFTA nationality or a valid work permit for Geneva, Switzerland can be considered for this role. Kindly specify your permit in the application if relevant. 
• Flexible working arrangements according to our Hybrid working policy.
• Please include your CV and motivation letter in your application.